Office 365 (Outlook 2016 for Windows) - Format a Message

Outlook gives you the option of composing messages in HTML, Plain Text, and Rich Text Format. This document describes the various message formatting options available in Outlook 2016.

When you open a message window, you will see the following basic formatting options:

  • Font type
  • Font size
  • Text markup (bold, italics, underline)
  • Text highlight/background color
  • Text color
  • Text alignment
  • Bulleting and numbering
  • Text Indentation

Note: If this section is greyed out, you are currently composing in Plain Text Format. To change formatting between "HTML", "Rich Text", or "Plain Text", at the time you are composing an email message, use the Format Text tab.

If you want to change the default formatting on any new message you compose, go to File | Options | Mail, then change the format to your desired selection.

Message options

For additional formatting options:

  1. Click on the Format Text tab.

    Format tab

  2. To switch to a different message format, select it from the Format area. You can switch formats at any point while composing a message.

    • Note: Switching from HTML or Rich Text Format to Plain Text Format will cause you to lose any existing formatting in your message.

    Message format

  3. For advanced formatting, click on the open window icon in the lower right-hand corner of the Font area, as shown below:

    Advanced formatting

    This opens a separate window with even more options to style text.

    Advanced formatting options

  4. To insert images, hyperlinks, and other elements into your message, click on the Insert tab.

    Insert tab

Keywords:microsoft office365 o365 formatting markup html rich plain text rtf style font insert image file color alignment bulleting indentation   Doc ID:53327
Owner:Ara M.Group:Office 365
Created:2015-06-26 09:35 CDTUpdated:2015-11-10 16:35 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365, UW-Milwaukee Help Desk
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